Family Care Administrator

Job summary

Supporting the family care team with their administration needs. This includes supporting families with discharge, bereavement support and ensuring accurate records are maintained.

Main duties of the job

Bereavement Administration & Support

Manage bereavement queries: Respond to and log incoming communication from service users via phone, email, and post in a sensitive and timely manner.

Oversee bereavement referrals: Receive, accurately record, and triage incoming service referrals received in person, via phone, or electronically.

Deliver client communication: Generate and send letters and emails

Facilitate service events: Support bereavement events, group sessions, and community activities.

Support client signposting: Speak directly with bereaved individuals to gently signpost alternative external resources if internal services are unavailable or inappropriate.

General Admin

Admin cover: covering meetings / note taking

Patient Discharge & Onward Planning

Execute discharge administration: Process patient discharges efficiently by managing phone calls, generating onward notification letters, and updating records.

Coordinate onward planning: Ensure seamless care transitions by updating multi-agency information and routing necessary documentation to external providers.

Systems, Records & Compliance

Utilise SystmOne. Maintain up-to-date, highly accurate, and compliant records on SystmOne for all service users.

Enforce GDPR compliance: Strictly adhere to GDPR laws, data protection regulations, and professional boundaries regarding sensitive client and patient data.

About us

Wakefield Hospice is a local charity providing specialist palliative and end-of-life care for people across the Wakefield district living with life-limiting illnesses. For over 30 years, the Hospice has delivered expert clinical care, emotional support, and bereavement services to patients and their families, helping people achieve the best possible quality of life when they need it most.

Details

• Date posted: 20 October 2026
• Pay scheme: Other
• Salary: £12.94 an hour
• Contract: Permanent
• Working pattern: Part-time, Flexible working
• Reference number: B0314-26-0009
• Job locations: Wakefield Hospice, Aberford Road, Wakefield, West Yorkshire, WF1 4TS, United Kingdom

Job responsibilities

Job Description

Job Title -Bereavement Administrator

Contract type -Permanent

Salary: Senior Op Support - starting £12.94ph

Hours - 15 hrs per week

Department -Day Therapy Bereavement

Reports to -Bereavement Counsellor

MINIMUM SKILLS

Administration skills

IT skills including Excel/PowerPoint/Teams

Emotional resilience

SystmOne experience advantageous

Team worker

Experience of working in a Healthcare Setting

INTRODUCTORY NOTES

1. This document is a guideline to the general scope of duties involved and may be subject to review.

2. In addition to amendments requested by the hospice, suggested changes to the content of this document which could improve the job description would be welcome from the post holder.

3. The post holder will have a duty to be aware of and adhere to all the rules and regulations of professional governing bodies and any particular Acts of Parliament or other statutory requirements, which may change from time to time.

4. The post holder may have access to information which is strictly confidential. It is a condition of employment that under no circumstances will such information be discussed or shared with unauthorised person or persons.

JOB SUMMARY

Administrative duties including taking and returning bereavement queries/writing to service users by letter and email, reports. notes, maintaining accurate documentation and adhering to GDPR.

To maintain accurate records, input on to database and contribute to department audits

Input data onto SystmOne

Supporting Clients at Bereavement Events as appropriate

GENERAL DUTIES

To receive, record and disseminate bereavement referrals over the phone, via email or in person.

Reports for committees and the bereavement team

Accurate reports for use of service and feedback

Support with admin for students and volunteers

Note taking for meetings

Speak with bereaved individuals and signpost where our services are not available or appropriate

To support recruitment of volunteers

To support volunteers rotas

To maintain confidentiality and professional boundaries

To undertake a range of administrative duties to support the team including diary management

To contribute creatively to the Hospice Website - Newsletters etc.

Arrange training, including room bookings and invites

Group admin support

To support Bereavement Education

Support the reception team with calls

Ensure efficient administration processes

Support managing bereavement activities

PERSON SPECIFICATION

E - Essential - D - Desirable

CRITERIA

STANDARD

E-D

MEASURED BY

Skills and knowledge

Experience of working in a Healthcare - Social setting

E

Application form - interview

Experience of caseload-workload management

Ability to use own initiative and work alone

Listening skills

IT literate

Application form / interview

Personal Attributes

Self-motivated and ability to motivate others

A flexible attitude and approach

Ability to work effectively as a team member

Qualifications - Training

Certificate in counselling-listening skills-Communication skills

D